Transcript Introduction to Accessible Documents

Tips for Making Accessible
Content with Microsoft Office
AccessGA and
AMAC Accessibility
Agenda
– Objectives:
• Share AccessGA resources with AMAC staff
• Get your feedback and suggestions
– Topics:
• What makes a document accessible?
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Document structure
Navigation
Alternative text
Reading order
Labels
• How to create accessible documents (Microsoft Word and Powerpoint):
– Standards, Techniques, Best Practices
– Accessibility Checker
– Resources AccessGA Wiki
Why Create Accessible Documents
Consider USERS with a variety of abilities and needs:
• Are blind or visually impaired
• Have difficulty holding a book or turning pages
• Have a learning disability
• Or have any other difficulty interacting with printed text
• Are deaf or hard of hearing and require multimedia to be captioned
• Demonstration with Accessible PDF and AT software
Background and Regulations
• ADA
• Section 508 of the Rehabilitation Act of 1973
• Department of Justice's revised ADA Title II and Title III regulations
Electronic and information technology is required to be accessible for
individuals with disabilities.
Standards and WCAG Guidelines 2.0
• US Access Board
• World Wide Web Consortium
1.
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4.
Content must be perceivable
Interface components in the content must be operable.
Content and controls must be understandable.
Content should be robust enough to work with current and future
user agents (including assistive technologies)
Techniques
• Provide document structure by using appropriate headings (<H1>,
<H2>, <H3>). Screen readers rely on document markup language for
navigation.
• Add appropriate alternative text descriptions to all meaningful
images.
• Add appropriate alt text to charts and graphs, and tables.
• Provide logical reading order.
Techniques continued
• Provide sufficient color contrast between text and background
colors.
• Do not use color as the sole means of communicating information
such as required fields and error messages.
• Provide context for hyperlinks.
• Use fonts that are easy to read.
• Explain all acronyms.
Additional Considerations
• Ensure that document files posted on websites contain text and are
not scanned images. (Copying a document on a photocopier to
create a PDF attachment creates a scanned image.)
• Create accessible PDF documents from accessible word
documents.
• Provide accurate metadata in document properties.
• Create document templates with accessibility features built in.
Microsoft Word & Accessibility
• Use Word Styles to create document structure
• Headings
• Paragraph
• Lists
– Using Styles will ensure that document structure is retained
when file is exported to other formats.
Think like a Designer
Ditch direct formatting
Design with Styles
More Considerations for Word
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Tables
Columns
Alternative text
Meaningful hyperlinks
Document properties / metadata
Create accessible PDF from accessible Word doc
Microsoft Word
Demonstration
Microsoft PowerPoint & Accessibility
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Templates
Layout
Reading order
Outline view
Export to PDF
How PowerPoint differs
How PowerPoint is the same
Accessible PowerPoint
Demonstration
Use templates and titles
• Use built-in templates
• Use unique titles for slides
– Go to Home Ribbon
– Click on layout
Alt text
• Add alt text to images
– Right-click the object
– Select Format Picture…
– Select the Alt Text
option from the list
– Add summary alt text in
the description entry
area.
Use Lists Styles
• Use bulleted lists
• Use numbered lists
Tables
•
ID
Institution
Membership type
Renewed
24
Georgia Institute of
Technology
UGA
yes
77
Georgia State Univ.
UGA
yes
82
Georgia Southern
UGS
yes
To add a table with headings
• Go to menu item: Insert
• In the Tables section, select the Tables icon
• Select the number of rows and columns you would like your table to have
• Select the table and a Table Tools menu item should appear
• Go to menu item: Table Tools > Design
• In the Table Style Options section, select the Header Row check box
Note: Whenever possible, keep tables simple with just 1 row of headings.
• Add alt text to Tables.
Set order for floating objects
• Go to menu item: Home
• In the Drawing section, select Arrange >
Selection Pane…
• In the Selection and Visibility pane, all the
elements on the slide are listed in reverse
chronological order under Shapes on this Slide
• Elements can be re-ordered using the Re-order
buttons located at the bottom of the Selection
and Visibility pane
• Note: The tab order of elements begins at the
bottom of the list and tabs upwards.
Format Text
• Use font sizes between 12 and 18 points for body
text.
• Use fonts of normal weight, rather than bold or
light weight fonts.
• Use standard fonts with clear spacing and easily
recognized upper and lower case characters. Sans
serif fonts (e.g., Arial, Verdana) may sometimes be
easier to read than serif fonts (e.g., Times New
Roman, Garamond).
• Avoid large amounts of text set all in caps, italic or
underlined.
• Use normal or expanded character spacing, rather
than condensed spacing.
More best practices
• Text - Always place text on a plain or solid background, not over an
image.
• Colors and contrast - text color should provide enough contrast with
background color that people can easily read it.
• Layout - use a standard layout template with text placeholders. This
will help with logical reading order.
Outline View
Acrobat PDFMaker
Save as Accessible PDF
PDF Bookmarks
PDF Tags
We are Here to Help You!
Tools for Life Advisory Council - http://www.gatfl.gatech.edu/tflwiki/index.php?title=Advisory_Council
Tools for Life AT Network - http://www.gatfl.gatech.edu/network.php
Carolyn Phillips
Director of Tools for Life
[email protected]
Ben Jacobs
Accommodations Specialist
[email protected]
Liz Persaud
Training, Outreach and Development Coordinator
[email protected]
Martha Rust
AT Specialist
[email protected]
Disclaimer
This presentation is produced by Tools for Life
which is a result of the Assistive Technology
Act of 1998, as amended in 2004. It is a
program of the Georgia Institute of Technology,
College of Architecture, AMAC Accessibility
Solutions and is funded by grant
#H224C030009 of the Rehabilitation Services
Administration (RSA), Department of
Education. The contents of this presentation
were developed under a grant from the
Department of Education. However, those
contents do not necessarily represent the policy
of the Department of Education, Georgia Tech,
COA or AMAC and you should not assume
endorsement by the Federal government.